1 - Introduction ~5 mins
Welcome
One wrong spelling of your project name, repeated five times, makes a newsletter look unfinished. Find and Replace is the tool that cleans that up in one pass, without re-reading every line by hand. Today you will use Match case and careful Replace so the fix is precise, not accidental.
If Replace ever hits the wrong word, stop and Undo. Nothing you do in this lesson is permanent, and going slowly with Find Next is the pro move, not a beginner one.
By the end of this lesson, you will be able to:
- Use Match case so Find respects capital letters
- Clean leftover draft formatting when browser Find cannot search by format
- Unify inconsistent project terminology with careful Find Next and Replace
Warm-up
Think about your Something Real newsletter. Have you ever typed the project name two different ways without noticing? What would a work-experience supervisor or community contact think if they saw both versions on the same page?
2 - Key Concepts ~5 mins
Find and Replace is more than swapping one word for another. Match case and a careful Replace loop decide which matches change, so you fix the project name without breaking everyday words.
| Concept | Why it matters | Example |
|---|---|---|
| Match case — only finds text that uses the same capital letters as your search | Stops you changing ordinary words when you only meant to fix a proper name | Finding {{code:Repair Café}} with Match case on leaves {{code:repair café}} alone until you choose to fix it |
| Replace one vs Replace all — change a single match, or every match at once | One wrong Replace All can damage a whole document; stepping through keeps control | Step through mixed spellings of your enterprise name, confirm each, then use Replace All only when the pattern is safe |
Worked example: one pass, clean name
A short newsletter blurb for a community enterprise currently reads:
- "Join the Portlaoise Repair Cafe this Saturday."
- "Volunteers at the portlaoise repair café fixed 12 bikes."
- "Email the Portlaoise Repair Café team to book a slot."
The intended brand name is Portlaoise Repair Café (capital P and R, accent on Café). With Match case and careful Replace steps, all three lines can share one spelling before the page goes to a community contact or Intreo tutor.
3 - Step-by-step Task ~12 mins
Follow the steps for your word processor to clean a short sample with mixed spellings of Portlaoise Repair Café. You will paste the sample as four separate lines, use Find with Match case, Replace carefully, clear a bold DRAFT stamp, and practise making a safe working copy. Save the cleaned sample in your Specialism folder.
Your practice file is skill rehearsal only. The KA copy you bank next is {{code:sm1_doc2_newsletter_v4}} (or {{code:sm1_find_replace_practice_v4}} if you have no newsletter yet).
4 - Common Issues ~4 mins
Common Issues
| Issue | Solution |
|---|---|
| Replace All changed words I did not mean to touch | Press {{kbd:Ctrl+Z}} (Windows/Chromebook) or {{kbd:Cmd+Z}} (Mac) immediately. Run Find Next and Replace one match at a time until you trust the pattern. |
| Match case seems to find nothing | Check the capitals in the Find box. {{code:Café}} and {{code:café}} are different searches when Match case is on. In Word Online, open the options control (gear, chevron, or More) if the checkbox is hidden. |
| The accented é will not type | Copy {{code:Café}} from a line that already has it, or use Insert special characters / symbols, then paste into the Replace box. |
| My paste is one long paragraph or shows slash marks | Undo the paste. Copy each labelled line on its own, press Enter after each sentence, and do not type the word "slash" or a / between lines. |
| I cannot find a whole-words tick box | That is normal in many browser apps. Use shorter, exact phrases and always preview with Find Next. Desktop Word has more whole-word controls if your school installs it. |
| Formatting search options look missing | That is normal online. Select the formatted text and clear bold or italic directly. Full Find-by-format is a desktop Word skill, not required for today's success criteria. |
5 - Independent Practice ~24 mins
Independent Practice
- Open {{code:sm1_doc2_newsletter.docx}} from your {{code:Project_Portfolio}} {{code:sm1}} folder. If you do not have that file, open {{code:sm1_find_replace_practice}} instead and follow the fallback note under this list.
- Make a working copy named exactly {{code:sm1_doc2_newsletter_v4}} and work only on that copy so the earlier newsletter stays safe. Use the same copy method you practised: Word Online {{menu:File -> Save as}} (or duplicate the file in the folder and rename); Google Docs {{menu:File -> Make a copy}} with that exact name.
- On purpose, add two inconsistent spellings or capitalisations of your real project name on the copy (for example {{code:Bike Club}} and {{code:bike club}}, or {{code:Repair Cafe}} and {{code:Repair Café}}).
- Use Find and Replace with Match case on. Step with Find Next (or Next), check each highlight, then Replace one match at a time until one final form remains. Use Replace All only if every remaining highlight is clearly correct.
- Select and clear one leftover draft-style format problem (for example a bold {{code:DRAFT}} stamp or an accidental all-caps phrase) so it matches normal body text.
- Confirm the file shows Saved (Word Online) or All changes saved in Drive (Google Docs) and that the filename is {{code:sm1_doc2_newsletter_v4}}.
Fallback: If you used {{code:sm1_find_replace_practice}} (or another {{code:sm1}} draft your teacher named), clean it the same way and save or rename the cleaned file as {{code:sm1_find_replace_practice_v4}} unless your teacher gives a different bank name. That cleaned file is today's KA proofing evidence.
- Your project name (or chosen key term) appears in one consistent spelling and capitalisation everywhere it should on the working copy
- You can point to at least two places Find and Replace fixed, not hand-edited line by line
- No obvious draft stamp or accidental shouty formatting remains on the page
- The cleaned file is saved as {{code:sm1_doc2_newsletter_v4}} in your {{code:sm1}} folder (or as {{code:sm1_find_replace_practice_v4}} / teacher-agreed fallback)
Quick checklist while you work
Word Online:
- Open Find and Replace from {{menu:Edit -> Find and Replace}} or {{kbd:Ctrl+H}} (on Mac prefer Edit menu or {{kbd:Ctrl+H}}, not {{kbd:Cmd+H}})
- Open options (gear / chevron / More) if needed, then tick Match case
- Loop: Find Next, check the highlight, then Replace (avoid Replace All until every remaining match is safe)
- Clear bold DRAFT with select plus {{kbd:Ctrl+B}} / {{kbd:Cmd+B}}
- Confirm {{btn:Saved}} and filename {{code:sm1_doc2_newsletter_v4}}
Google Docs:
- Open {{menu:Edit -> Find and replace}} ({{kbd:Ctrl+H}} or Mac {{kbd:Cmd+Shift+H}})
- Tick Match case in the dialog
- Loop: Next, check the highlight, then Replace (avoid Replace all until safe)
- Clear bold DRAFT with select plus {{kbd:Ctrl+B}} / {{kbd:Cmd+B}}
- Confirm {{btn:All changes saved in Drive}} and filename {{code:sm1_doc2_newsletter_v4}}
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